Research Administrator Manager

About the Role

The Research Administrator Manager is responsible for the management of complex research portfolios of multiple laboratories and completes work autonomously, while working collaboratively with the Department Administrator (DA) as needed. The RA Manager functions not only as a subject matter expert in research administration, but also as a leader within the department and is responsible for direct management of Research Administration staff. The Research Administrator Manager is responsible for a diverse set of funding types including federal, industry, foundation, donor, institutional, chargeback, and clinical trials, in addition to overseeing this responsibility among their staff. The Research Administrator Manager collaborates with and advises faculty and researchers on the preparation of sponsored research applications and/or the financial management of sponsored and institutional funds; and is responsible for problem solving on behalf of the department. The Research Administrator Manager is responsible for collaborating with Institute central offices such as Research Finance, Accounts Payable, Research Administration, Special Funds, Grants and Contracts, the Clinical Trials Office, Office of General Counsel, and the Innovations Office. In addition to grant management and personnel management responsibilities, the Research Administrator Manager will lead special projects/assignments either within the department or across departments and will represent the Department at Institutional Committees/Workgroups. The Research Administrator Manager is responsible for partnering with Department Leadership and Faculty to set strategy and provide guidance and expertise.

The Division of Population Sciences seeks a Research Administrator Manager to work in the McGraw/Patterson Center for Population Sciences. This growing and innovative center is committed to population-based research as a means to detect cancer early, prevent cancer at the community-based level, identify and evaluate cancer risk in high-risk populations, and measure the quality and outcomes of cancer therapy. The Research Administrator Manager will provide grants management support to the faculty in the Division of Population Sciences. The award-winning Population Sciences business office includes research administrators, administrative assistants, and program managers from diverse backgrounds with unique experience and expertise. The business office works collaboratively to support faculty conducting dry lab research and we are seeking motivated help to grow our team.

Key Responsibilities

The Research Administrator Manager is responsible for the following primary functions, autonomously in collaboration with DA as needed:

• Grant Preparation (pre-award)
• Portfolio Management (post-award)
• Procurement
• Human Resources
• Compliance
• Cores, Centers and Chargebacks
• Special projects and/or initiatives to improve systems and processes
• Supervision of direct reports, including directing, managing, and coaching staff; completion of annual performance reviews, goal setting, and professional development; workload and resource allocation

Grant Preparation (Pre-Award)

• Responsible for all administrative aspects of grant preparation of sponsored research applications
• Review sponsor eligibility and application requirements and ensure applicants understand them
• Responsible for the entire application excluding scientific content
• Meet and communicate internal and external deadlines in a strict deadline-driven environment
• Research funding opportunities for investigators
• Draft non-scientific materials for proposals
• Coordinate with administrators and faculty from other departments or organizations to complete proposals
• Coordinate institutional review of proposals by Grants & Contracts and submission to sponsors
• Prepare JIT information and responses to other pre-award inquiries

Portfolio Management (Post-Award)

• Responsible for the financial management of sponsored and institutional funds portfolio management
• Prepare financial and narrative reports for sponsors while managing and adhering to specified deadlines
• Provide projection and project summary reports to investigators on a regular basis
• Ensure spending adheres to budget and sponsor and Institute guidelines
• Invoice and monitor receivables for clinical trial enrollment when appropriate
• Establish billing agreements as appropriate
• Track milestones and receivables for industry agreements

Procurement

• Approve and/or initiate purchase requests for investigators and laboratory members via Purchase Orders and PCard
• Verify funds are available, expenses are allowable and correctly allocated in a timely manner
• Review and approve bills for core and center services

Human Resources

• Onboarding: conduct financial analysis to determine availability of funding, assist in the development of job descriptions, post positions, approve salary offers, process visa applications and payments as appropriate
• Ongoing: process merit, equity and promotions requests; manage salary allocations in adherence to funding guidelines and availability
• Offboarding: manage termination process checklist, process termination paperwork

Compliance

• Partners with faculty and researchers to ensure adherence to internal and external policies
• Consulting with faculty/OGC/Innovations on MTA, DUA and consulting agreement processes
• Advising faculty and researchers and/or referring them to appropriate resources for other compliance issues such as financial conflict of interest and foreign influence
• Educate new researchers and manage the federal time and effort process for applicable researchers
• Continuous learning and educating of researchers on NIH Grants Policy Statement and DFCI Policies
• Review Time and Effort prior to routing to researchers for certification

Cores, Centers and Chargebacks

• Assist in pricing development and annual review of pricing
• Process monthly billing for internal and external customers
• Manage funds to ensure revenue meets expenditures

Qualifications

• Education: Bachelor's degree preferred
• Experience: 6 years of relevant experience with 1 year of people management preferred

Required Knowledge, Skills, and Abilities

• Computer literacy: Expert with new applications and software programs; expertise with Excel/Google Sheets preferred
• Organization: Extensive experience with electronic document and email file storage; able to complete projects with expertise, accuracy and on time; adept at prioritization and managing multiple priorities simultaneously
• Customer Service: Provides superb written and verbal communication; demonstrated expertise with listening, inquiry, follow-up, and problem-solving skills
• Critical Thinking: Demonstrated expertise assessing complex situations and developing solutions; extensive experience with analyzing grant data through research, comprehension and application of regulations, policies, and procedures including NIH and other Federal, state and foundation regulations
• Financial: Adept with budgeting principles, including projections and the integration of multiple complex awards and types with varying project periods
• Teamwork and Collaboration: Adept at cultivating relationships with faculty, research staff, department's GM team, GM in other departments, and central departments
• Institute operations and processes: Adept at directing faculty and researchers to appropriate departmental and institutional resources, including for issues or queries outside the standard scope of direct responsibility; expert knowledge of regulations, policies, and DFCI standard operating procedures (SOPs)
• Inclusion, Diversity & Equity: Promotes inclusive community where human differences are valued and celebrated and where all are welcome; creates an inclusive work environment that engages and retains talent
• Other: Able to lead and influence projects within the Department and across the Institute's research central offices; independently discusses and troubleshoots complex issues; shares ideas openly and accurately, and communicates them effectively, both in writing and verbally; expert client-service, people management, and project management skills

Supervisory Responsibilities

• Directly supervises Research Administration staff

Pay

$117,200.00 - $133,500.00